Correctional Officer Basic Training: Report Writing (COBT 111)

Vocabulary flashcards summarizing concepts, standards, rules, and forms from the Correctional Officer Basic Training Report Writing (COBT 111) lecture notes.

Report

A written summary of events or information that gives an orderly account of, relates, repeats, or tells something concerning an incident or event that has been investigated, studied, or observed.

Six Primary Purposes of Report Writing

1. Preserve knowledge; 2. Record accurate details for further investigation, future reference and/or possible court presentation; 3. Provide assistance to staff and law enforcement agencies; 4. Coordinate and document the activities within the institution; 5. Protect against legal implications; 6. Policy and procedure compliance and documentation.

Four C's for Report Writing

The four basic rules for report writing: Complete, Correct, Clear, and Concise.

Five Things to Avoid in Report Writing

Five elements to avoid while completing a written report: 1. Jargon; 2. Rambling; 3. Passive phrases; 4. Opinions; 5. Rushing.

Statement by Witness (DC-138B)

A form used to record any occurrence at the unit that involves an OFFENDER.

Employee/Witness Statement

A form used by employees to document any incidents that involves EMPLOYEES.

Staff Uses of Report Information

Ways staff utilize information from reports and records: 1. Inform staff (Logs, records, narratives); 2. Document compliance with policy; 3. Evaluate employee performance; 4. Change policy/procedure; 5. Improve safety and security; 6. Compile statistics and information; 7. Ensure consistency between shifts, facilities, etc.; 8. Refresh memory of parties involved.

Proofreading Techniques

Methods to review a draft: 1. Careful line-by-line reading; 2. Read twice (once for content and once for spelling and punctuation errors); 3. Proofread for grammar, punctuation, spelling, organization, and clarity; 4. Double check for personal common mistakes; 5. Read very slowly and read what is actually on the page; 6. Proofread with a ruler to focus on one line at a time; 7. Read final draft out loud to self or a friend; 8. Try the report on another staff member.